Administrative Assistant (Retail Mall)

JLL•Gainesville, GA

1d•Onsite

About The Position

JLL is seeking an Administrative Assistant to join their Retail Property Management Team at Lakeshore Mall in Gainesville, GA. This role serves as a fundamental coordinator for property operations and administration, reporting directly to the General Manager and collaborating with the Operations Manager and Specialty Leasing Manager. The position is the first point of contact for office visitors and callers, responsible for maintaining a professional office environment, preparing service contracts, tracking Certificates of Insurance, and assisting with retailer communications and rent collections. This role also involves participating in management meetings, preparing reports and presentations, and assisting with monitoring tenant standards.

Requirements

Proficiency in MS Office Suite (PowerPoint, Excel, Outlook, Word, etc.)
Ability to multi-task and work in a team environment.
Ability to follow instructions and complete tasks as assigned.
Ability to work Monday through Friday with reliable transportation.
Ability to learn employer-specific web-based software systems.
Must be authorized to work in the United States without sponsorship.

Nice To Haves

Real Estate knowledge preferred.

Responsibilities

Serve as the first point of contact for office visitors and callers, greeting guests, answering telephones, and directing callers.
Act as the point of contact for deliveries and update tenant phone lists.
Respond to requests for information and communicate with all levels of management with minimal supervision.
Maintain the office as a professional, organized, and well-kept environment, including general office housekeeping tasks.
Prepare service contracts for the operations department and submit work orders.
Track Certificates of Insurance for contractors and specialty leasing/ancillary income programs.
Assist in the preparation and distribution of retailer memos, announcements, and the monthly newsletter.
Handle general filing and ordering of supplies as directed by the Retail Office Manager.
Serve as the retailers’ liaison between Shopping Center Management and retailers.
Prepare, process, and file tenant correspondence, memos, and reports, and maintain up-to-date tenant files (hard and digital).
Participate in weekly Management Staff Meetings and take meeting minutes.
Interact with Corporate team members, mall management team members, other employees, and customers to assist with information exchange, problem-solving, and requests.
Prepare, create, and edit requested reports and presentations using Yardi and Microsoft Programs (WORD, EXCEL, POWERPOINT, etc.).
Assist the Office Manager and General Manager with monitoring, maintaining, and enforcing common area and tenant standards through regular communications with retailers, following procedures, and daily reviews of common area and inline retail visual merchandising and hours of operation.
Collect and document sales information from retailers as stipulated in the Lease/License Agreement.
Coordinate tenant rent collections.